BUSINESS CORRESPONDENCE
Types of business correspondence covered include: Cover Letters Thank You Letters Acceptance Letters Rejection Letters Withdrawal Letters
GENERAL GUIDELINES professional business letter format. Use Make sure you sign all your letters in blue or black ink. Address cover letters to a specific person. Call if you do not have a contact person. Avoid sending letters to “Human Resources Manager” or “Hiring Coordinator. ” Confirm gender on ambiguous names (Chris, Kelly, etc). standard, easy-to-read fonts such as Times New Use Roman or Arial. the same paper and font as your resume. Use envelopes that match your paper. Type, not Use handwrite, addresses on envelopes.
Proofread your letters carefully. professional writing style (i. e. do not use contractions, Use slang, etc. ) Language should be polite and to the point. Avoid simply using photocopied “To Whom It May Concern” letters. Don’t forget to send a cover letter with a resume and vice versa! Don’t rush the cover letter process. Many people find that writing a cover letter is more difficult than writing a resume. Let someone in Career Services proofread drafts of your cover letter. Keep copies of all correspondence with employers. a laser printer. Use Close each letter with an appropriate salutation such as Sincerely, Cordially, Gratefully, Best regards, etc.
A cover letter accompanies any correspondence to an employer where you present your resume for consideration. A cover letter allows you to showcase your writing skills and to sell yourself more directly than a resume. The purpose of a cover letter is to convey a specific message, which generates interest in you as a person and increases your chances of getting an interview. Cover letters are personalized and the content should reflect your objective and interest in that particular employer. Cover letters are generally organized into 3 or 4 paragraphs:
First paragraph: Introduce yourself. Explain why you are writing by indicating in which position you are interested. You may also reference how you learned of the company or opening (newspaper ad, mutual contact, website, etc). If you are interested in an internship, indicate such in the first paragraph and include the semester you hope to intern (i. e. “summer internship in the marketing department. ”)
Second paragraph: Demonstrate your knowledge of the open position and the company. Sell yourself. The second, and sometimes third, paragraph(s) should address the employer’s needs. The needs of the employer are the skills that an employer lists as requirements for a particular position. Highlight and expand upon a few of your accomplishments from your resume, but do not simply restate your resume. You may choose to mention skills or personal characteristics that are not included in your resume. State with confidence, in assertive but pleasant language, that your demonstrated skills would be beneficial to the employer. Demonstrate knowledge you may have about the position or company (i. e. “I am impressed with ABC’s steady growth and commitment to customer service. ”)
Last paragraph: Close the letter in a friendly and professional manner. This closing paragraph should thank the employer for his or her time and consideration and also indicate an active means in which you will follow up. (i. e. “I will contact you next week to confirm receipt of these materials. ”) You may also directly ask for an interview.
Finally, avoid letters that are too long or stray from your major theme. To ensure high quality cover letters, proofread several times for content and grammar, and seek feedback from a career counselor. An error on a cover letter or resume may indicate to an employer that you are not a detail-oriented person.
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